A Girl Scout newsletter template is a reusable outline for sharing troop news, upcoming activities, reminders, and ways families can help. Use the blank template below as a starting point, then adjust it to your troop’s age group, plans, and local council guidance.
What a Troop Newsletter Is For
A troop newsletter gives families one organized place to find information they may otherwise receive in separate messages. It can recap what the girls have been learning, explain what is coming up, and clarify what caregivers need to do before an activity. A short, predictable format is often more useful than a long report that is difficult to scan.
The newsletter is also a way to recognize effort and build a sense of connection. A few lines about a service project, a creative activity, or a troop goal can help families talk with their Girl Scout about the experience. Keep the focus on participation, learning, and teamwork rather than presenting the newsletter as a formal record or a substitute for direct communication.
There is no single newsletter format or schedule that every troop must use. Troop size, age level, activities, communication preferences, and council practices differ. Treat the document as a practical tool, and confirm any local expectations with the appropriate troop or council contacts.
What to Include in Each Issue
Choose a few consistent sections so readers know where to look. A useful issue might include a date range, a brief welcome, a concise recap, the next events, and any action items. If a detail is not confirmed, label it as tentative or leave it out until it can be checked.
- Troop update: A few sentences about recent activities, goals, or progress.
- Coming up: Dates, times, locations, and any relevant arrival or pickup information that is approved for sharing.
- What to bring: Activity-specific supplies or clothing, stated clearly and without assumptions.
- Family action: A deadline, response request, permission reminder, or volunteer need, with a clear way to follow up.
- Recognition: A group achievement or learning moment, described respectfully and with any needed permissions.
- Contact and next issue: The appropriate troop contact method and an expected date or timeframe for the next update.
Do not try to fit every conversation into the newsletter. A change that needs an immediate response, a sensitive concern, or a question about an individual Girl Scout is better handled through the appropriate direct channel. The newsletter should point readers toward that channel when needed, not expose private details to the whole distribution list.
Blank Girl Scout Newsletter Template
| Newsletter field | Your entry |
|---|---|
| Troop or group name | |
| Issue date or date range | |
| Opening message | |
| Recent activities and highlights | |
| Upcoming event: date, time, and location | |
| What participants should bring or know | |
| Family action or response deadline | |
| Volunteer or supply request | |
| Approved contact method | |
| Next newsletter timing |
Filled-In Sample
Sample only—fictional details: The following example shows how a completed issue can stay brief and practical. Its troop name, dates, location, and contact details are invented and should not be treated as real event information.
- Troop: Maple Meadow Troop 0000
- Issue: October update
- Opening message: Hello families, our group has been practicing teamwork and planning a small community service activity.
- Recent highlight: The girls worked in small groups to brainstorm ways to welcome new members.
- Coming up: Fictional planning meeting, October 18, 10:00–11:30 a.m., at the imaginary Meadow Room.
- What to know: Please check the troop’s approved event message for current arrival details and any activity-specific supplies.
- Family action: Reply to the troop’s designated contact by October 12 if your family can help prepare materials.
- Next issue: A new update is planned for early November.
This example avoids publishing a child’s name, personal contact information, or unconfirmed arrangements. For a real issue, replace the fictional details with accurate information and verify dates, location, and instructions before sending.
How to Choose a Format and Schedule
Pick a format families can open and read comfortably, including on a phone if that is how they usually receive troop updates. A single-page printable layout can work well for a short issue; a longer document may be appropriate when it contains several confirmed events or detailed preparation notes. Whatever the format, use headings, short paragraphs, and consistent labels so readers can find dates and action items quickly.
Set a cadence that matches the amount of useful news. Some groups may prefer a monthly roundup, while others may send updates around specific activities. A newsletter should not create a promise of information that the troop cannot reliably maintain. If event details change frequently, send a brief update through the established communication channel rather than waiting for the next scheduled issue.
Separate routine news from urgent notices. Put the issue date near the top, and make deadlines easy to spot. If readers need to take an action, say what to do, by when, and how to respond. Avoid relying on vague wording such as “soon” or “remember the event”; a calendar date and a concrete instruction are more useful.
Writing and Editing for Busy Families
Write for someone who may be reading quickly between other responsibilities. Put the most important information first, use familiar language, and explain any troop-specific shorthand. A practical event item answers the basic questions: what is happening, when and where, who should attend, what participants need to know, and whether a response is requested.
Keep the tone welcoming and factual. Celebrate group accomplishments without implying that every Girl Scout participated in the same way or wants public recognition. For example, “The group practiced planning and cooperation” is more inclusive than naming individuals as the only people who made an activity successful. Ask the appropriate adult or troop contact to review the issue for accuracy and tone before distribution.
A simple editing pass can catch the problems that cause the most confusion:
- Check every date, time, location, deadline, and contact route against the current approved information.
- Make sure each request tells families exactly what response is needed.
- Remove details that are unnecessary for the whole audience.
- Check spelling, readability, and whether the issue still makes sense when printed in black and white.
Privacy, Photos, and Safe Sharing
A troop newsletter may reach families beyond the people who attend an activity, so share only information appropriate for that audience. Avoid including a child’s home address, personal phone number, private schedule, or other identifying details that are not needed. Do not assume that information shared within a troop should also be posted publicly or forwarded elsewhere.
Photos and names deserve particular care. Before including an image or identifying information, follow the applicable permission process and local council guidance. A permission to share an image in one setting should not automatically be treated as permission to post it in another. When in doubt, use a group description without names, choose a non-identifying activity image only if it is allowed, or leave the image out.
Use the troop’s approved communication and review practices, and check current guidance with the appropriate adult or council contact when rules are unclear. The right process can depend on the audience and the way the newsletter will be distributed. Avoid embedding sensitive information in a document that may be downloaded, printed, or forwarded.
Common Newsletter Problems to Avoid
One common problem is mixing confirmed plans with ideas that are still being discussed. Readers may treat a tentative date or location as final. Label uncertain information clearly, or wait until it is confirmed. Another problem is burying a required response beneath a long recap. Put deadlines and actions in a visible section and repeat only what is genuinely necessary.
Long newsletters can also become difficult to maintain. If a section has no useful update, it is fine to omit it for that issue. Avoid filler, excessive decoration, or lengthy descriptions that do not help families understand the troop’s activities. A concise recap can still be warm and specific when it names the activity and what the group practiced or learned.
Finally, do not treat a newsletter as the only record of an important instruction. Families may miss an issue, have trouble opening it, or need clarification. For time-sensitive changes or individual matters, use the established direct communication process and make sure the relevant people receive the information.
Frequently Asked Questions
How often should a Girl Scout troop send a newsletter?
There is no universal schedule. Choose a cadence that fits the troop’s activities and the families’ communication needs, such as a regular roundup or updates tied to upcoming events. Keep urgent changes separate from the routine newsletter.
What should a Girl Scout newsletter include?
Useful basics are the issue date, a short troop update, confirmed upcoming activities, practical preparation details, any family action and deadline, and an approved contact method. Include only information relevant to the intended readers.
Can a troop newsletter include photos of Girl Scouts?
It can only when the applicable permissions and local sharing guidance allow it. Check the permission process for the specific audience and distribution method, and do not assume approval for one use covers every other use.
Should the newsletter be sent to families or posted publicly?
That depends on the troop’s purpose and local guidance. A family update and a public announcement have different audiences and privacy considerations. Use an approved method and remove private or identifying details that are not appropriate for public distribution.
What if event details are not final when the newsletter is due?
Mark the information as tentative and explain when or where families should look for confirmation, or leave it out until it is confirmed. Do not present a proposed time or location as settled.